Description Job Summary:
The Cambridge Public Schools (CPS) is a diverse urban school district enrolling approximately 8,000 students in grades kindergarten through high school. The district has twelve elementary schools, four upper schools, and one comprehensive high school, which includes a school of technical arts.

The Information Communication and Technology Services (ICTS) department is responsible for delivering, supporting and maintaining all technology related services throughout the school district including but not limited to; core IT service, educational technology, administrative technology, library media, CEATV, Online services, print and media publication, and data services. The ICTS Clerk plays a critical role in supporting the work of ICTS through a combination of office management duties, communications, staff support, budgeting, purchasing, order tracking, and general office duties.

Under the direction and supervision of the Chief Information Officer, the ICTS Clerk is responsible for general office duties, supporting the ICtS Leadership Team and assisting school department staff with their purchasing needs. The ICTS Clerk must be able to communicate tactfully and effectively with school district personnel and vendors, and should be a self-starter who can problem solve in collaboration with other school and purchasing department staff to ensure staff receive the materials they need in a timely manner.

Duties:

• Executing standard office procedures such as answering and responding to telephone and email requests, typing and filing correspondence, updating of databases and spreadsheets;
• Maintain accuracy of multiple program level budget spreadsheets
• Review goods and service requisitions for accuracy and completeness and to ensure compliance with applicable procurement policies and regulations
• Facilitate the purchase of goods and services by obtaining quotes from vendors, creating and dispatching purchase orders and placing orders with vendors
• Prepare vendor contracts and monitor the status of contract execution to ensure timely delivery of goods and services
• Review and complete new vendor requests and revisions
• Analyze expenditure data from a variety of sources (e.g. vendors, staff, public agencies, financial system, etc.) to ensure compliance with procurement policies and procedures
• Inventory Management - assign new devices to staff positions, coordinate with technicians when staff change positions and/or schools, maintain accurate records of distributed devices and stock, coordinate with Human Resources to identify staff leaving the district in order to collect devices.
• Contract Management - maintain ledgers of various contracts, identify timelines for contract renewals, coordinate with schools/departments to identify upcoming purchases related to possible contracts, coordinate with the Purchasing department to monitor contract progress
• Data Privacy Agreement Management - manage all CPS data privacy agreements in the SDPC Registry, act as liaison between CPS and the Massachusetts Student Data Privacy Alliance as new DPAs are obtained, facilitates the CPS signing of DPAs through the Superintendent's office and monitor expiration dates for renewal processing.
• CPS Cell Phone Management - managing all Verizon billing and account reconciling. This includes phones assigned to staff and hotspots assigned to students. This position is also responsible for all verizon reporting on device usage.
• HelpDesk Assistance - assists with basic technical help desk issues, when helpdesk is unavailable, routes all incoming rockets to p[roper technical services staff. Also assists in all staff account management and password issues.
• ERATE - assists with ERATE filings, purchases, contracts and monitoring expenses. Will gradually take over ERATE from an external provider once position is reclassified.
• Ensure complete and accurate record keeping (purchase orders, vendor files, contracts, etc.)
• Communicate effectively with School and City Departments to promote an understanding of procurement-related policies and procedures district-wide
• Provide timely, courteous responses to vendors and district personnel requests
• Preparing and tracking service agreements for library assistance, professional development, and author/illustrator visits.
• Participate in professional development opportunities offered by the Massachusetts Office of the Inspector General, or other agency, as appropriate
• Provide ICTS department assistance, when needed
• Perform other duties as assigned

Qualifications: Requires a general understanding of procurement practices and principles; strong Microsoft Office skills and Google Suite Experience; experience and knowledge of PeopleSoft and basic accounting principles is preferred; experience using query tools to access information for reporting, i.e. Access, Crystal, spreadsheets also preferred. Understanding or ERATE preferred. The successful candidate will exhibit excellent attention to detail, possess exceptional customer service and communication skills (both verbal and written), and have the ability to work independently to prioritize tasks to meet department deadlines.